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Bidesk

Project Manager Operations Manual

Complete technical walkthrough and employee training guide

1. Central Control Dashboard

The primary interface for monitoring the entire operation. This view provides high-level metrics and immediate access to all functional modules.

Bidesk Master Dashboard
PM Tip: Use the "Total Revenue" card to track daily financial targets and the "Recent Activity" tables to monitor team productivity without opening individual records.

2. Point of Sale (POS) System

Designed for fast retail transactions. This module integrates inventory and payment processing into a single, intuitive interface.

POS System Interface
Transaction Workflow
  1. Product Selection: Select items from the grid or search directly.
  2. Client Mapping: Assign the sale to a Walk-in or specific Client.
  3. Payment Type: Choose M-Pesa, Cash, or Card.
  4. Finalization: Process sale to update inventory levels automatically.

3. Quotation Architecture

The core of professional project bidding. This module allows for granular itemization and terms management.

Quotations Management

Creating a New Quotation

Quotation Creation Form
PM Workflow
  1. Reference Check: System auto-generates numbers (e.g., #0132).
  2. Itemization: Use "Manual Entry" for custom services or "Product Search" for inventory items.
  3. Summary Sidebar: Review KES totals and tax calculations before saving.
  4. Status: Mark as 'Sent' to trigger the sales pipeline tracking.

4. Project & Proposal Design

Proposals are high-impact documents used to present detailed project scopes, options, and timelines to clients. This module is essential for complex services like website development.

Proposals Tracking Sheet

Professional Proposal Presentation

Once a proposal is created, the system generates a professional, branded document that can be shared with the client.

Professional Proposal View
Proposal Workflow
  1. Initial Draft: Create the proposal with project features and link it to a quotation if necessary.
  2. Review: Use the "Eye" icon to preview how the client will see the document.
  3. Client Delivery: Use the "Send to Client" button to notify the lead/client and finalize the document.
  4. Conversion: Once accepted, the proposal serves as the master scope of work for project execution.

5. Financial Controls: Invoices

Transition from project completion to payment collection through the Invoice module.

Invoice Management
Audit Note: Always ensure the Invoice Number matches your physical records if you are performing manual reconciliation.

6. Inventory & Services

Manage the catalog of what your business offers. This database feeds into the POS, Quotations, and Invoices modules.

Product Catalog

Management Actions: Add new items, update selling prices, and track stock levels to avoid operational delays.

7. CRM: Leads & Clients

The lifecycle of a customer starts in Leads and moves to Clients upon successful engagement.

Leads Pipeline

Client Database

Client Directory
PM Action: Ensure all Clients have a "Tax PIN" and "Official Email" recorded to prevent errors during invoice generation.

8. Operational Overheads: Expenses

Record and categorize all business costs to maintain an accurate profit and loss overview.

Expense Tracking

9. Internal Communication

The Messages module handles internal notes and client communications related to specific records.

Communication Center